Executive Assistant and Board Secretariat BC

Employer:

Safe Care BC Health and Safety Association

Location:

Burnaby, BC

Employment Type:

Full-Time, Permanent Hours of Work: 37.5 hours per week

Start Date:

As soon as possible
Safe Care BC Health and Safety Association, located at  Kingsway, Burnaby, BC,  V5H 4M2, with contact number , is seeking a highly organized and detail-oriented individual to fill the position of Executive Assistant and Board Secretariat.
This role is crucial in supporting the CEO and facilitating seamless communication and operations within the Board of Directors. The successful candidate will be responsible for maintaining confidentiality, coordinating administrative tasks, and ensuring the smooth functioning of board and committee operations.
Canadian Citizens and Permanent Residents are encouraged to apply.
DUTIES AND RESPONSIBILITIES  Executive Support  
• Provide high-level administrative support to the CEO, including calendar management, travel arrangements, and meeting coordination.
• Draft and edit correspondence, reports, presentations, and other documents as needed.
• Handle sensitive information and maintain strict confidentiality.
• Support organizational projects, events, and initiatives as assigned.
Board and Committee Operations
• Serve as the primary point of contact between the CEO and the Board of Directors.
• Coordinate and schedule board and committee meetings, ensuring all necessary logistics and materials are prepared and distributed in a timely manner.
• Record and maintain accurate minutes of board and committee meetings.
• Organize the Annual General Mee ng, board and committee strategic planning sessions, and new board and committee member orientation.
• Support the Board self-assessment and CEO evaluation process.
Administrative Expertise
• Manage and organize office operations to ensure efficiency.
• Handle incoming communications and inquiries, directing them to the appropriate parties.
• Maintain filing systems and databases. IT Knowledge
• Possess a strong understanding of IT tools and applications to facilitate communication and collaboration.
• Provide technical support for virtual meetings and ensure technology is optimized for efficient operations. Non-Profit Bylaws
• Demonstrate a solid understanding of non-profit bylaws and governance structures, including the BC Societies Act.
• Assist in the preparation and distribution of board materials related to governance and compliance.
• Maintain records and ensure compliance with the BC Societies Act, including preparation of annual filings, resolutions, and updates to the registry.
• Monitor and ensure adherence to governance policies, bylaws, terms of reference, and board procedures.
EDUCATION, QUALIFICATIONS AND EXPERIENCE

• Diploma or degree in business administration, governance, or related field, or an equivalent combination of education and experience showcasing your solid foundation in process management.
• Minimum 2 years' experience as an Executive Assistant, Board of Directors support role or in a similar administrative role.
• Proven project and change management experience, with a track record of driving successful process enhancements.
• Previous experience in a non-profit organization is an asset.
• Excellent organizational and multitasking skills an innate ability to create order and structure from complex situations.
• An eye for detail that can spot a misplaced comma from a mile away.
• Strong interpersonal skills to foster collaboration and facilitate change across various departments.
• Proficiency in IT tools, including Microsoft Office Suite and virtual communication platforms.
• Understanding of non-profit bylaws and governance structures.
• Strong verbal and written communication skills in English, with a proven ability to build rapport and maintain effective interpersonal relationships.
• Ability to work independently and collaboratively in a fast-paced environment.
WHAT WE OFFER

• Safe and healthy organizational culture.
• Competitive salary ($70,000 - $80,000 / year) based on experience.
• Health benefit plan with tele-health, and RRSP-matching.
• Meaningful work with the opportunity to contribute to positive change.
•…